Configuring Primavera Team Member for Project Updates

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Configuring Primavera Team Member for Project Updates

Prepared by:

Jake Lilley, PMP

Director of Professional Services

PPM Global Services, Inc.

Session ID#: 200710

[email protected]

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Agenda

About P6 Team Member Interfaces

User Setup and Module Access

Establishing Project Preferences

Assigning a Status Reviewer

Selecting Activities for Review

Assigning Resources & Task Owners to Activities

Using Team Member to Status Activities & Resource Assignments

Reviewing & Approving Team Member Status Updates

Viewing Team Member Status Update History


■ Team Member is a suite of interfaces designed for individual

contributors, or team members, to record status on their tasks

without the need to learn an enterprise project management

application.

■ Team Member Interfaces include:

▪ P6 Team Member Web

▪ P6 Team Member for iOS app

▪ P6 Team Member for Android app

▪ E-mail Statusing Service


■ Resources & Task Owners

▪ Request a list of your current tasks via email

▪ Request a filtered list of tasks by project; time frame; current status,

including Active, Due, Overdue, Completed, or Started.

▪ Reply to task list via email to record progress and submit status

updates.

■ Project Manager

▪ Solicit updates from team members via e-mail.

E-Mail Statusing Service


■ Status activity dates, durations and percent completes

■ Status activity resource assignments

■ Display and filter task list by project and by current status, including

active, due, overdue, starred, or completed

■ Mark a task with a star to signify importance

■ Add, edit, or delete steps

■ View and update activity codes and user defined fields

■ View predecessor and successor tasks

■ Communicate with the project team via Discussion feature.

■ Communicate with the project team through e-mail

■ View notebook topics associated with a task

P6 Team Member Web / Android app / IOS app

P6 / Team Member Configuration Process

1. Create Team Member User Account from within Primavera P6

2. Link User Account to Resource (optional)

3. Configure Project Preferences

4. Assign Team Member User to Activity as:

▪ Task Owner

▪ Assigned Resource

▪ Team Member Filter

5. Retrieve / Status task list from Team Member Interface

6. Review / Accept Task and Resource Assignment updates from

Primavera P6

Steps to Configure Team Member for Project Updates

User Setup & Module Access

1. Create P6 user account

▪ Team Member user accounts and module access are administered

from P6

2. Grant user access to the Team Member Interfaces module.

3. Link User Account to Resource (optional)

▪ Step required if user will update resource assignments.

▪ Step not required if user will update activity as task owner or via work

distribution filter.

4. Assign a Team Member Filter (optional)

▪ Also known as a Work Distribution Filter

▪ Enables the user to update activities that meet filter criteria regardless

of task ownership or resource assignment.

Steps to Enable P6 Team Member User Accounts

User Setup & Module Access

Granting User Access to Team Member Interfaces


■ Used to configure what fields team members can view and edit via

P6 Team Member interfaces.

■ Team members can be assigned to activities as:

▪ Resource Assignments

▪ Activity Owners / Primary Resources

▪ Both

▪ Include Primary Resources

— This option enables Primary Resource to status activity as Task Owner

■ Select what fields team members can update for:

▪ Activities

▪ Resource Assignments

Status Updates Tab


■ Determine how Team Members should report actual time spent

against resource assignments

▪ Log Additional Time = Units entered against task during current

session

▪ Time Spent = Cumulative units entered against the task during all

sessions

■ Determine whether team member (Primary Resource) can status

other resource assignments on the activity.

▪ Only users designated as Primary Resource can status other resource

assignments on the activity.

▪ Must be used in combination with Include Primary Resources setting

▪ Use Case: Provide status for Nonlabor & Material resources

Status Updates Tab


Status Updates Tab


■ Determine if Team Members can assign themselves to activities

▪ This option is available only if Timesheets module is enabled for user

■ Enable / disable team members to add and delete steps

■ Enable / disable team members to update activity notebook topics

■ Select up to 20 activity codes and UDFs that team members can

view and/or update.

Activity Updates Tab


Activity Updates Tab


■ Used to set up reviews for activity updates made by team members

using P6 Team Member interfaces.

■ Enable approval review or automatically accept team member

status updates

■ Specify if review should be required by default for new activities

▪ Note: Setting can be controlled at activity level via Review Required

column

■ Specify reviewer for team member status updates

Status Reviews Tab


Status Reviews Tab


■ Assigned Status reviewer

■ Admin Superuser

■ Project Superuser

Who Can Review / Edit / Approve Status Updates?

Where is the Status Reviewer Assigned?

■ Project Preferences

▪ Team Member > Status Reviews tab

▪ Select the default reviewer for the project

■ WBS

▪ General detail tab > Status Reviewer column

▪ Establish the reviewer for activities within the WBS

Assigning Task Owners to Activities

■ To enable updates of activities within Team Member, the task owner

must be associated with a valid user account within P6.

■ Task owners need not be associated with a resource.

■ Task owners can be assigned to activities from the following

location within P6:

▪ Projects section > Activities page > Owner column

Assigning Task Owners to Activities for Team Member Update

Assigning Task Owners to Activities

Assigning Task Owners to Activities for Team Member Update

Assigning Resources to Activities

■ To enable updates of resource assignments within Team Member,

the resource must be associated with a valid user account within

P6.

■ Resources can be assigned to activities from one of the following

locations within P6:

▪ Projects section > Activities page > Assignments detail tab

▪ Resources section > Assignments page

Assigning Resources to Activities for Team Member Update

Assigning Resources to Activities

Assigning Resources to Activities for Team Member Update

Statusing Activities & Resource Assignments via Team Member

■ Upon login, Team Member automatically displays all active tasks to

which the user is assigned as a:

▪ Resource

▪ Owner

▪ Distribution Filter

■ Tasks completed within the last 30 days can be retrieved

Retrieving the Task List


■ The task list can be filtered by:

▪ Project

▪ Status

▪ Timeframe

▪ Resource (user must be designated as task owner to use this function)

▪ Text Filter

■ The tasks can be sorted by:

▪ Task ID

▪ Task Name

▪ Project ID

▪ Project Name

▪ Start Date

▪ Finish Date


Statusing Activities

■ The following activity fields can be updated by the Task Owner.

▪ Actual Start

▪ Actual Finish

▪ Remaining Duration

▪ Expected Finish

▪ Activity % Complete

▪ Actual Labor Units

▪ Actual Nonlabor Units

▪ Remaining Labor Units

▪ Remaining Nonlabor Units

Updating Activity Progress via Team Member

Statusing Activities

Updating Activity Progress via Team Member

Statusing Resource Assignments

■ The following resource assignment fields can be updated by the

Assigned Resource.

▪ Assignment Actual Start

▪ Assignment Actual Finish

▪ Assignment Remaining Early Finish

▪ Remaining Duration

▪ Actual Units

▪ Remaining Units

Updating Resource Assignments via Team Member

Statusing Resource Assignments

Updating Resource Assignments via Team Member

Updating Activity Information via Team Member

■ Steps

▪ Steps can be added, deleted and updated by Task Owners and

Assigned Resources

■ Activity Code assignments and User Defined Field

▪ Values can be viewed or modified by Task Owners and Assigned

Resources

■ Notebook Topics

▪ Can be viewed and edited by Task Owners and Assigned Resources

■ Related Tasks

▪ Can be viewed, but not modified via Team Member.

The following fields can be viewed and or updated by Task Owners and Assigned Resources

Updating Activity Information via Team Member

The following fields can be viewed and or updated by Task Owners and Assigned Resources

Communicating with Project Participants

■ E-mail

▪ E-mail will launch from user’s mail client

▪ The email will include the project name, task name and ID, WBS, and

codes and UDFs.

■ Discussions

▪ Discussions are saved within each activity.

▪ Discussions are available to anyone who has access to the project.

▪ If more than one team member is assigned to the same activity, all

discussions are captured in the same dialog box for that activity.

Communication tools available from within Team Member

Communicating with Project Participants

Communication tools available from within Team Member

Reviewing & Approving Status Updates

■ When a team member saves a change in a P6 Team Member

interface, the change appears in the Review Status Updates dialog

box.

■ Review Status Updates dialogue box can be accessed from one of

the following locations:

▪ Projects section > Activities page > Actions menu > Review Status

Updates

▪ Notifications Panel

Receiving Status Updates


Receiving Status Updates within P6 Web


■ From the Review Status Updates dialogue window, the user can

review activity and resource assignment updates submitted by

users of the P6 Team Member interfaces

■ From the Review Status Updates dialogue window, the following

options are available to the user:

▪ View

▪ Edit (Override)

▪ Accept

▪ Place on hold / Remove hold



■ The history of team member status updates is captured with each

change and can be viewed from the following location within P6.

▪ Projects section > Activities page > Update History detail tab

■ Update history is captured for

▪ Activities

▪ Assignments

▪ Steps

▪ Activity codes

▪ UDFs

■ Update history can be filtered by timeframe and category

Activity Update History


Activity Update History

In Review


User Setup and Module Access



Selecting Activities for Review

Assigning Resources & Task Owners to Activities

Using Team Member to Status Activities & Resource Assignments

Reviewing & Approving Team Member Status Updates


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